Free Invoice Generator | Invoice Simple

How to make an invoice using the invoice generator

These step by step instructions will show you how to create an invoice that includes all the standard elements of a professional invoice. Below, we’ll dive into how you can customize your invoice to be unique to your business.

The first time you create an invoice, you’ll need to add some information to the blank invoice template.

1. Add your company details in the From section, including the name, phone number, and address
2. Fill out your client’s details in the For section, including name, email, and address
3. Add each line item, along with a description, rate, and quantity
4. If applicable, enter the tax rate, type of currency, and discount amount
5. Write payment instructions and terms in Notes section
6. Customize your invoice by adding a logo and selecting your brand color

How to send an invoice

Once your first invoice is complete, you’ll need to learn how to send it to your client. Our invoice generator gives you two easy options to send an invoice.

First, compose an email to your client. You can include a link to your invoice in the email or send them a PDF of the invoice as an attachment. The client simply clicks on the link or the attachment to see the invoice.

Then, check in on the status of your sent invoice. If you email your invoice directly from Invoice Simple, you will receive a notification when your customer views the invoice. The notification is useful for following up with clients to confirm payment.

Essential elements of an invoice

There are 9 main elements of an invoice. Some of theses elements are necessary, while others are extra or used only for customization.

1. Header

   Headers that clearly state the document is an invoice can be extremely useful when sorting through multiple documents. This will save you time when reviewing your records or completing taxes. Many companies include their logo on the right hand side of the header. In the image above we don’t have a logo and that’s perfectly alright as long as the rest of the invoice is laid out properly.

2. Company name and details

   When creating an invoice, you should include the legal name and contact details of your business. This should include your address, phone number, and email address. Usually, company information is written near the top of the invoice to create a clear differentiation between the company providing the goods or services and the company receiving them.

3. Name and Details of Client

   Clearly state the name and contact details of your client. These contact details should include an address, phone number, and email address.

4. Invoice Number

   An Invoice Number is a unique identifier for an invoice. Invoice Numbers can help you keep track of multiple invoices. Invoice Numbers can be structured in various ways including file numbers (INV0001), unique billing code, or date-based purchase order numbers. Make sure to increment the invoice number every time you make a new invoice. If you’re our invoice generator this will be done for you automatically.

5. Date

   It’s important to include the date that each invoice is issued. This can clear up confusion when the same customer receives multiple invoices. Because payment is usually due a specified number of days after receipt of the invoice, including the date is an important part of showing when payment is due.

6. Description of Goods or Services Rendered

   These are your invoice line items. Each row should include the following: (1) Name of the goods or service provided. (2) Unit price, if you’re billing for hours then this should be your hourly rate. (3) Quantity, if you’re billing for hours then this should be the number of hours worked.

7. Itemized fees

   Next, add any tax, shipping and handling, or extra fees that apply to the goods or services provided. We recommend listing these taxes and fees as separate line items, as some companies use different internal budgets to cover these fees.

8. Balance Due

   The invoice generator will calculate the total balance due from the line items you entered in boxes six and seven.

9. Terms, Conditions and Payment Instructions

   One of the most overlooked parts of an invoice is the Terms and Conditions of payment. The standard payment terms vary by industry, your company’s policy, or previous history with the customer. It’s important to clearly state the penalties of the terms are not met which can include late fees or additional charges. You should also add in your preferred payment method (cheque or cash, bank transfer, PayPal or credit card). Then add in your payment instructions, for example if you prefer bank transfers then write your account number and bank name.